How to Become a Personal Assistant

Understanding the Role of a Personal Assistant

A personal assistant, or PA, is an essential part of any business. With key roles such as assisting with administrative tasks and office organisation, a personal assistant is necessary for the smooth running of offices. It is an entry-level role, making it a great stepping stone for anyone looking to make their way into the corporate world, or for someone exploring their options with a flexible, temporary position that fits around their schedule. As a crucial administrative position, many industries need personal assistants – making it a great beginning role for people looking to explore their options, whether you’re wanting to work with the NHS and healthcare or make your way into industrial, warehouse and logistics roles.

Find the personal assistant jobs we have on offer here.

Personal Assistant Dress Code

Personal assistants often represent the company they work for, so it is important to wear office-appropriate clothing. Most PAs wear business casual clothing, to give a professional look. You can wear jeans (in blue or black, without rips) as well as a blouse or shirt. But it is always best to check with your specific company for their preferred dress code.

Key Responsibilities

The key responsibilities of a personal assistant can include, but are not limited to, assisting daily management, organising events and meetings, note-taking for meetings, as well as responding to emails, calls, and in-person queries. You will be a front-facing representative of the business who is required to communicate daily with people both inside and outside of the business.

Tips for Personal Assistants

As you’ll play a large part in the running of an office, time management, organisation, and communication are important skills to develop. Getting to know the people within your office, as well as the larger business, can help when it comes to communicating and organising. Managing your workload is essential, so make sure you have a strong grasp of timekeeping, as well as a method of prioritising your tasks that suits you.

Essential Skills and Qualifications for Personal Assistants

As a personal assistant, you will not need any qualifications. This is an entry-role for anyone looking to explore new industries or work in an office-based position. But there are some skills that can be beneficial when applying for this role.

Organisation and Multitasking

Personal assistants will be required to complete multiple tasks within a day, meaning that multitasking and prioritising are two essential skills when it comes to managing your workload. Organisation can help you keep on top of tasks, complete priorities in time, and manage expectations when it comes to your day-to-day work. Some tasks that benefit from strong organisational and multitasking skills can include scheduling meetings with multiple invites, organising storage and office supplies, and note-taking.

Strong Communication Skills

Whether you’re relaying a note for your manager, note-taking during a meeting, or answering the phone, strong communication skills are essential to work as a personal assistant. While it isn’t a necessity for most positions, being able to write and speak in other languages could be useful for becoming a personal assistant as it can give you a better chance of communicating both inside and outside of your business – this can be especially useful in public sector positions or for businesses with branches in different countries.

IT and Scheduling Proficiency

Personal assistants will also need to use various technology systems while working, so get a basic understanding of common technology suites – such as Microsoft 365 – so that you’re able to complete and manage your workload. IT and scheduling proficiency allows you to use the technology available to ensure that all meetings are planned correctly, with the right invitations reaching attendees. While you don’t need a qualification in IT systems or scheduling tools, a basic understanding of how they work and when to use them could help you excel within a PA role.

Personal Assistant Responsibilities

The responsibilities of a personal assistant can vary depending on the business and the needs of your manager. It will be your duty as a PA to assist the business with their administrative needs, including:

Managing Schedules and Meetings

Whether you’re working solely for one manager or a couple of people within a business, a personal assistant’s main responsibility is to manage schedules and meetings. This will include both receiving meeting requests and scheduling meetings on behalf of someone else. Timekeeping is essential here as you will need to prioritise meetings, reschedule during busier periods, and make sure all invitations are responded to in a timely manner. A strong attention to detail will be necessary to avoid overscheduling or double-booking meetings.  

Administrative Support Duties

Another responsibility of a PA is to assist with general administrative support. This can include answering phone calls, emails, and in-person queries, as well as organising office supplies and storage rooms, printing or emailing important documents, updating records, and sending letters on behalf of a manager or the company. During meetings, you’ll be expected to greet visitors and make them feel comfortable, as well as take notes to ensure that everything discussed is documented and available after the meeting.

Career Opportunities as a Personal Assistant

A PA position can be a great entry-level role for people looking to explore new industries or work in an office setting. This position can offer the freedom of temporary work, while giving you the insight you need to excel within your chosen industry or corporate profession.

Starting as a Temp Personal Assistant

Taking on a temporary personal assistant role can be perfect for many people looking to gain experience while maintaining some flexibility within their schedule. These options can be great for students looking to gain insight into an industry during their studies, parents who need something to fit around their children’s education and care, or if you’re wanting to explore personal assistant work without committing to it full-time. Due to the nature of the work, you can have regular, temporary hours you can rely on while developing your skills and experience.

Advancing to Executive Assistant Roles

Starting as a personal assistant can open the door for many people looking to get into Executive Assistant roles. A PA is an entry-level position, which gives you the insight and experience you need to take on more permanent, full-time, or higher-level work within the industry of your choosing. By working as a personal assistant, you can network, gain experience from other members within your office, and understand the basics of any industry to give you a boost in your interviews and future CV.  

Look here to learn how to develop your own personal assistant CV.

FAQs on Becoming a Personal Assistant

What Qualifications Do You Need to Be a PA?

You don’t need any qualifications to become a personal assistant. This is an entry-level position perfect for people without specific education or experience. Instead, focus on your transferable skills such as communication, organisation, and time management. Learning the basics of common IT systems, such as Microsoft 365, can be helpful, but not necessary.

What Skills Are Most Important for Personal Assistants?

Personal assistants need to be good time managers, communicators, and organisers. The most important skills when it comes to becoming a PA include:

• Attention to detail
• IT proficiency
• Time management
• Written and verbal communication
• Multitasking

How Much Does a Personal Assistant Earn in the UK?

Pay grades for personal assistants can vary depending on the business and industry that you’re in. Some entry level positions can start at £23,000 a year, with the average pay for a PA being between £26,000-30,000+ per year. If you’re working on an hourly rate, the average PA salary is £13+ an hour.